Create, approve, and post jobs in Attract

This topic describes the elements of a job in Microsoft Dynamics 365 for Talent: Attract. It also explains how to create a job.

Job creation

Admins, recruiters, and hiring managers can create jobs. When you create a job, you're prompted to select your role in the process: hiring manager or recruiter. After you select a role, you're prompted to select a process template. If you select Skip, the default template is used. For more information about process templates, see Create a process template in Attract.

A job in Attract has job details, a hiring team, a hiring process, job postings, and analytics.

Job details

The Job details tab contains details about the job's responsibilities and attributes. The fields for the job title, job description, and job location are required. The other fields are optional.

By default, the Number of openings field is set to 1. However, you can change the value. When an offer has been prepared for a job, the value of the Number of openings available field is decremented.

If position management has been turned on in the Admin Center, the Update positions lookup is available. This lookup reads the JobPosition entity in Common Data Service and returns a list of positions that can be selected for the job. If the number of positions that you select exceeds the number of open positions, you receive a warning. You also receive a warning if a position is used on multiple jobs.

Note

Position management is available with the Comprehensive Hiring Add-on.

Depending on the settings in the Offer activity of the hiring process, a position number can be used twice in an offer. For more information, see Hiring process.

Attract includes a default set of Skills. These skills appear as suggestions as you type. You can add more skills by entering the new skill text in the field and then pressing Enter.

Attract includes a default set of Job functions. You can add up to three more job functions by entering the new job function in the field and then pressing Enter.

Attract includes a default set of Company industry. You can add up to three more company industries by entering the new company industry in the field and then pressing Enter.

Hiring team

The Hiring team tab contains the list of individuals who will be involved in the job. When users are added to a hiring team, they must be assigned a role on the hiring team. The role determines the data that the users have access to and the notifications that they receive. The roles that can be selected are Recruiter, Hiring manager, Delegate, and Interviewer. For more information about role privileges, see the "Role management" document. Recruiters and hiring managers can appoint one or more delegates to work on their behalf. For more information about delegates, see Security and role management in Attract.

The hiring team can be updated after the job is activated.

Process

Default information about the hiring process is based on the process template that was selected when the job was created. If a specific template wasn't selected at that time, the default template is used. When you define the hiring process, you can add or remove various stages, except the Prospect, Application, and Offer stages. Although the Prospect stage can't be removed, it can be turned off. Within each stage, you can add or remove one or more predefined activities.

For more information about activities that can be added to the hiring process, see Hiring process activities in Attract.

Note

The process hiring can't be updated after a job is activated.

Postings

After a job is activated, it can be posted. Only recruiters and admins can post jobs. The job can be posted to either Talent Careers (a Microsoft Dynamics 365 for Talent career site) or LinkedIn. The Attract team is continually working to partner with job board aggregators. This list will expand over time. When a job is posted as internal only, candidates need an AAD account to view and apply for the job. If the job is listed as public, candidates can view and apply for jobs using all authentication options.

For more information about job postings, see Career site functionality in Attract.

Note

The job posting functionality is available only with the Comprehensive Hiring Add-on for Attract.

Posting jobs to LinkedIn

Before posting a job from Attract to LinkedIn, the administrator must add the LinkedIn Company ID and LinkedIn Company name in the Admin Settings. The LinkedIn Company ID is required to ensure your jobs posted from Attract are mapped to the correct company page.

Your LinkedIn Company ID is a string of numbers that uniquely identifies your company within LinkedIn. For more information on how to find your LinkedIn company ID, please visit the LinkedIn site.

To update your LinkedIn company, select Admin center on the Settings menu (the gear symbol), and then select the LinkedIn Integration tab. Under the Connect to LinkedIn section, enter your LinkedIn Company Name and Company ID, and then save the settings.

Note

There are four important things to note about job posting process to LinkedIn.

  1. Jobs posted to LinkedIn are posted as "Limited Listings" jobs. Limited listing jobs cannot be promoted across the LinkedIn site. If you want to promote limited listing jobs posted to LinkedIn from Attract, you should work with LinkedIn to enable "Job Wrapping". Please refer to links below and contact LinkedIn support for more details.

    Limited Listings vs Premium Job Slots for Job Wrapping

    Job Wrapping FAQ

  2. When posting jobs to LinkedIn, Attract passes the Microsoft 365 Organization name against the job. LinkedIn links the jobs to a company on the LinkedIn side based on the organization name that is passed. If your job is listed against the wrong company on LinkedIn, check that your Microsoft 365 Organization name matches the company name on LinkedIn.

    Change Address Contact and more

    If you have problems after this step, please contact LinkedIn support.

  3. Jobs posted to LinkedIn appear on the live LinkedIn site. There is no test environment for posting jobs to LinkedIn.

  4. It may take up to 24 hours for jobs posted to LinkedIn to be visible to candidates from within in LinkedIn, due to the current LinkedIn batch job posting process.

Activate

After a job is activated, it can be posted, and prospects and applicants can be added to it. The option to add prospects to a job is set in the Prospect activity in the hiring process.

Note

The process hiring can't be updated after a job is activated.

Prospects and applicants

The option to add prospects to a job is set in the Prospect activity in the hiring process. This option should be set before you activate the job. After a job is activated, prospects and applicants can be added to it.

Approvals

Attract jobs can be submitted for approval. Not all jobs require approval. The requirement is set at the template level. By default, approvals are turned off on the template. To set up approvals, go to a process template, and set the Approval field to Default. Then select that template when you create the job.

After a job is saved, it can be submitted for approval. The following table lists the statuses of a document that uses approvals.

Status State
Draft The job has been saved, but it hasn't been submitted to a workflow.
Pending The job has been submitted to approvers.
Approved The job has been approved, but it hasn't been activated.
Rejected The job has been rejected, and it can't be activated.
Active The job has been approved and activated.

In the job list, you can filter on the job statuses.

Approvals can be sent to any Microsoft Azure Active Directory (Azure AD) user in the company. The approvals are sent in parallel to all the people who are listed as approvers. All approvers must approve the job before it can move forward. If a single approver rejects the job, the job will display a Rejected status. After a job is approved, it can be activated.

If a user edits the job after it is approved, but not activated, the job status will be reset to Draft, and the job must be re-submitted for approval. After an approved job has been activated, you can't edit it.

The people who are listed as approvers will receive a notification in Attract and an email to inform them they have an item to approve. In the email, approvers can click the link to open the job, review the details, and either approve or reject. After the job's status is set to Approved or Rejected, the submitter will be notified in Attract and they will receive an email. Also, the approvers will receive a reminder email if they have not responded to the approval request within 24 hours.

Note

You can create custom email templates for Approval emails. For more information, see Creating and managing email templates.

Create a job

Follow these steps to create a job.

  1. Go to Jobs.

  2. Select New.

  3. In the Job title field, enter the job title. In the Role field, enter your role.

  4. In the Template field, select a template. Alternatively, select Skip. If you select Skip, the template that is marked as the default template is used.

    If the document should go through an approval process, select a template where the Approval process field is set to Default.

  5. On the Details tab, enter the details of the job. The Title, Job description, and Location fields are required.

  6. Select Save.

  7. On the Hiring team tab, add a hiring manager, recruiter, or interviewer.

  8. Select Save.

  9. On the Process tab, add or remove stages as you require:

    • To add a stage, select + New Stage.

    • To remove a stage, hover the pointer over the stage to remove, and then select the trash can button that appears.

      Note

      The Prospect, Application, and Offer stages can't be removed.

  10. Add or remove activities as you require:

    • To add an activity, drag it from the list on the right to the appropriate stage. Alternatively, double-click the activity, and then select the stage to add it to.
    • To remove an activity, expand the activity, and then select the trash can button on the activity header.
  11. Select Save.

  12. If you selected to use an approval process, follow these steps:

    1. Select + Add approver, and then enter a user who has an Azure AD account. You can add multiple approvers.
    2. Select Send to approvers.

    The Job status field of the job is set to Pending. After the value of the Job status field changes to Approved, the job can be activated.

  13. To activate the job, select Activate.

  14. To post the job, go to Postings, and then select Post Now under the Talent Careers site or LinkedIn.